By default, each practice's Library includes a Client Insurance Form which users can share with clients through TherapyPortal when document sharing is enabled. The Client Insurance Form allows a client to either opt-out of using insurance benefits or provide details about their insurance information and authorize claims and assignment of benefits.
To customize the text of the Client Insurance Form acknowledgement:
- Click Library > Portal Forms tab
- In the table, click Client Insurance Form
- Click the Edit icon in the form Preview box to edit.
- Edit the text in the Acknowledgement section.
- Click the Save Changes button.
To share the Client Insurance Form with a client:
- Click Patients > Patient name > Portal tab
- In the Portal Requests and Shared Documents section, click the Share Documents button.
- The Share Documents on Portal dialog appears. With the Library Documents tab selected, begin typing "Client Insurance Form" in the Select Library Documents to Share field.
- TherapyNotes will generate a list of possible matches as you type. Click on the form from this list to add it to the request.
- Add other documents to the request if desired and enter Instructions for your request.
- Click the Send Document Request button.
Once your request is sent, your client will receive an email notification informing them that there are documents ready for them to complete.
You can share the same form with a client as many times as needed. However, if you want to share the form with a client again before they have completed the initial request, you must first cancel the initial request before sending the form again. For more information on sharing documents with your clients, read Share Documents With Clients on TherapyPortal.
Processing a completed Client Insurance Form:
Once your client completes the Client Insurance Form, you will receive a To-Do List notification to process the client response.
Click To-Do > Process Portal Responses.
In the table, click the Needs Processing link in the Status column to the right of the form name or click the form name.
This opens a page displaying the information your client entered under the Submitted Policy Section.
Review and Manage Submitted Policies
Review the Banner for Submission Details.
A banner at the top of the merge view provides submission information, such as the date and instructions.
”This was submitted on [date]. Save the new policy to merge the information into this patient’s Billing Settings, or deselect the policy to process without merging.”
Manage Policies
To include a policy: Leave the checkbox labeled Add New Policy to Billing Settings selected. This will merge the policy into the patient’s billing settings.
To exclude a policy: Uncheck the box.
Note: The Create New Policy section will be hidden if the policy is excluded.
Update Policy Details (Optional Step)
Edit or add the information as needed under the New Policy section.
Save or Process a Policy Without Merging
If at least one policy remains selected:
Click Save to merge the selected policies into the patient’s billing settings.
If no policies are selected:
Click Mark as Processed to complete the process without merging any policies.
When deselecting policies, note that a warning message may appear:
”You are adding only x of y policies submitted.”
X represents the number of policies being saved
Y represents the total number of policies submitted
When you save changes during this process, the new information is automatically added to the Client’s Billing Settings tab.